Band 3 Administrator

Job overview

We are looking to recruit two full‑time administrators to work alongside team members in the Ambulatory Assessment Unit Acute Medicine and Rehabilitation Directorate at the John Radcliffe.

This is an exciting opportunity to join a fast‑moving, ever‑changing working environment where doctors, nurses and administration staff work closely together to provide excellent care for patients in an ambulatory setting. The administrator’s role is to assist with the day‑to‑day running of the unit, supporting not only their colleagues but also patients and visitors to the AGM based at the John Radcliffe.

The successful candidates must be flexible to work a varied shift pattern, which may include evening and weekend cover.

• Appointment Coordination
  :
  Schedule and manage appointments for AAU doctors, nurses and advisors.
• Referral Management
  :
  Process and track management referrals.
• Administrative Support
  :
  Provide comprehensive administrative assistance, including preparing reports and maintaining accurate records.
• Database Management
  :
  Maintain and update departmental databases.
• Communication Liaison
  :
  Act as primary point of contact for internal and external stakeholders.
• Document Management
  :
  Organise and file departmental documents.
• Collaboration
  :
  Work closely with clinical and administrative teams.
• General Office Duties
  :
  Handle routine administrative tasks.

The post holder will work directly with the clinical team and must manage fluctuating demands of the role.

We require excellent word‑processing skills, and well‑developed communication, organisational and time‑management skills. The candidate must be flexible, have experience for such a post, and be able to prioritise.

• Deliver a professional administrative service for AAU/DDC & LCDH, ensuring all activities are completed efficiently.
• Participate in audit for clinical practice and assist with data collection, records and databases kept up to date.
• Understand departmental record systems and assist with file retrieval/return.
• Assist wider EPR administrative and clinical team in activities to ensure service delivery.

Main tasks and responsibilities:

• Work using own initiative, manage time effectively, meet deadlines and organise day‑to‑day activities.
• Receive and deal with telephone calls, record, prioritise and follow up, ensuring confidentiality.
• Input, retrieve and update records using the EPR systems, ensuring accuracy and timely scanning.
• Deal with queries from clients, managers and external contacts, ensuring efficient passing on.
• Liaise with other departments, external agencies and contacts as necessary.

6. Competent use of Cerner Millennium IT system after training, in accordance with required departmental standards of work.

• Be compliant with information governance requirements.
• Show flexibility covering for other personnel when required.
• Respect confidentiality of all electronically stored information and written data, particularly where it relates to patients.

This job description is not exhaustive; the post holder will be expected to adopt a flexible attitude towards duties.

• Good general standard of education, qualifications in English and Mathematics at GCE grade C or above, or NVQ 2/3 in administration/customer service.
• Ability to work on own initiative with minimal supervision.
• Understanding of the need for confidentiality.
• Working with a range of IT systems.
• Good interpersonal and customer care skills.
• Good IT skills and strong knowledge of MS packages (Word, Excel, Outlook, etc).
• Role model the Trust’s values.
• Able to empathise with patients/relatives.
• Experience of working in the NHS/healthcare setting.
• Ability to multitask.

Our Trust publishes the Sexual Safety Charter. We pledge zero tolerance for inappropriate sexual behaviour and commit to the ten core principles. The Trust promotes a safe, respectful hiring environment.